Post a job & review applicants
Advertise a vacancy, then move applicants through screening to hire.
You have a vacancy to fill — a teaching post, an office role — and you want to advertise it and then work through the people who apply, all in one place. This guide shows you how to create a listing and move each applicant from first read through to an offer (or a polite no).
Before you start
You need access to the Admin Hub (the school-wide view, not a single campus). Jobs lives under the Inbounds section of the sidebar. If you don't see it, ask a school admin for access.
Step 1: Open Jobs
In the left sidebar, open the Inbounds group and click Jobs. You'll land on the Job vacancies page, which lists every listing with its status, deadline, and how many people have applied.
Step 2: Create a vacancy
Click New vacancy (top right). A Create job vacancy panel opens. Fill in:
- Title — the role name, e.g. Year 5 Class Teacher.
- Deadline — the last day to apply. Pick a date.
- Description — a short summary of the role.
- Requirements — the qualifications and experience you expect.
- AI interview — turn this on if you want candidates to complete an automated screening step when they apply. Leave it off for a standard application.
Click Create vacancy. The new listing appears in your table.
AI interview is optional
With AI interview on, applicants answer a short automated screening, and you'll later see a transcript and a pass mark on each application. With it off, you simply read what they submit.
Step 3: Publish the listing
A brand-new vacancy starts as a DRAFT — saved, but not yet visible to applicants. To open it for applications, find the row in the table, click the ... menu at the end of the row, and choose Publish (open). Its status changes to OPEN.
Step 4: Review the applicants
Click a vacancy's Title to open it. You'll see the role at the top and a card for each person who has applied, with their name, submission date, and current status. Use the Pipeline dropdown to filter by stage — All statuses, Pending, In review, Waiting interview, Offered, Hired, or Rejected.
Step 5: Open an applicant
Click any applicant card to read their full application. You'll see:
- Personal — a short summary about them.
- Qualifications — their stated experience and credentials.
- CV — click Open CV to view the document they uploaded.
- AI interview transcript — the screening conversation, if you turned that on (otherwise this reads Not available).
Step 6: Move them along the pipeline
From an applicant's page, use the Change status dropdown to advance them. The stages run in order:
Pending → In review → Waiting interview → Offered → Hired
You can only pick the next valid step — for example, a Pending applicant moves to In review, and an Offered applicant can be marked Hired. Once someone is Hired, they're settled and the status options close.
Reading the badges
Each applicant carries a coloured status badge. If AI screening was on, a passed candidate also shows an AI interview passed badge, so strong candidates are easy to spot at a glance.
Step 7: Reject with a reason
If an applicant isn't a fit, click Reject with reason…. A Reject application panel opens. Type a short Reason — this is shared with your team, so it stays on record — then click Reject. Their status becomes Rejected and your note appears under Rejection reason on their page.
Editing or closing a vacancy
Back on the Job vacancies page, open any row's ... menu to:
- Edit vacancy — change the title, description, requirements, deadline, or the AI interview setting, then Save changes.
- Close listing — stop accepting new applications once your deadline has passed (status becomes CLOSED). You can reopen it later with Open listing.
What happens next
- A published vacancy is OPEN and visible to applicants; their applications land on its page automatically.
- Moving an applicant updates their badge instantly, so anyone reviewing the list sees the same picture.
- Rejected applicants keep their reason on file, and hired applicants stay marked Hired for your records.